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Spreadsheet Server

for use with Global Software


User Manual
Corporate Headquarters
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Spreadsheet Server for use with Global Software
Global Software Spreadsheet Server converts familiar spreadsheet
software, such as Microsoft Excel, into tightly integrated analytical
tools for financial systems. Financial users can leverage the
strength of spreadsheets with seamless real-time integration to
financial information. Spreadsheet Server eliminates the re-keying
or downloading of data into spreadsheets and makes them an
integral part of the financial application.
Spreadsheet Server for use with Global Software
All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic,
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systems - without the written permission of the publisher.
Microsoft, Excel, Windows, Office, Access and SQL Server are all registered trademarks of Microsoft
Corporation. IBM, DB2, iSeries and AS/400 are all trademarks or registered trademarks of International
Business Machines Corporation in the United States and/or other countries. Trade names referenced are the
service marks, trademarks, or registered trademarks of their respective manufacturers in the United States
and/or other countries. Global Software, Inc. is not associated or affiliated in any manner with the respective
owners of the foregoing trademarks, trade names or service marks unless expressly stated otherwise. The
respective owners of the foregoing trademarks, trade names or service marks have not endorsed, certified or
approved any of Global Software's products for use in connection with their respective products.
While every precaution has been taken in the preparation of this document, the publisher and the author
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shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or
alleged to have been caused directly or indirectly by this document.
Printed: June 2008
Table of Contents
Part I Spreadsheet Server Overview 3
................................................................................................................................... 3 1 Introducing Spreadsheet Server
................................................................................................................................... 4 2 Features & Benefits
Part II Spreadsheet Server Installation 5
................................................................................................................................... 5 1 Additional Components
................................................................................................................................... 6 2 Spreadsheet Server Installation
................................................................................................................................... 7 3 Uninstall Process
Part III Getting Started 8
................................................................................................................................... 8 1 Initiate Excel Add-In
................................................................................................................................... 9 2 User Settings
Part IV Load Local PC Database (optional) 14
Part V Building Spreadsheets 17
................................................................................................................................... 18 1 Worksheet Wizard
................................................................................................................................... 20 2 GXD Formula
................................................................................................................................... 21 3 GXA Formula for Account Values
................................................................................................................................... 23 4 GXA Formula for Value Lists
................................................................................................................................... 24 5 GXA Formula for Budget Manager Data
................................................................................................................................... 25 6 List Accounts for a GXA Formula
................................................................................................................................... 26 7 Spreadsheet Server Segment Lists
.......................................................................................................................................................... 26 Create Segment Lists
.......................................................................................................................................................... 27 Enter Values for Segment Lists
.......................................................................................................................................................... 28 Using Segment Lists in a GXA Formula
.......................................................................................................................................................... 29 SSLDESC Formula
.......................................................................................................................................................... 30 View or Modify Segment List Values from within Excel
Part VI Refresh Calculations 31
................................................................................................................................... 31 1 Calculation Options
................................................................................................................................... 32 2 Review/Refresh PC Cache
Part VII Drill Down Functionality 33
................................................................................................................................... 33 1 General Grid Features
.......................................................................................................................................................... 34 Grid Layouts
.......................................................................................................................................................... 37 Copy / Paste
................................................................................................................................... 38 2 Drill Down to Detailed Account Balances
................................................................................................................................... 39 3 Drill Down to Multiple Column Account Balances
................................................................................................................................... 40 4 Drill Down to Journals per Account(s)
Spreadsheet Server for use with Global Software I
2008 ... Global Software, Inc.
................................................................................................................................... 41 5 Drill Down to Journal Entry Lines
................................................................................................................................... 42 6 Drill Down to Subsystem Detail
Part VIII Review Account Master 43
................................................................................................................................... 43 1 List Accounts
................................................................................................................................... 44 2 Copy Accounts from Account List
Part IX Miscellaneous Features 45
................................................................................................................................... 45 1 Generate Account Detail for Current Sheet
................................................................................................................................... 47 2 Expand Detail Reports - Account Details
................................................................................................................................... 49 3 Expand Detail Reports - Journal Details
................................................................................................................................... 51 4 Account Security
................................................................................................................................... 53 5 Hide Rows with Zero Balances
................................................................................................................................... 54 6 Disable / Enable Spreadsheet Server Formula Calculations
Index 55
II Contents
II
2008 ... Global Software, Inc.
Spreadsheet Server for use with Global Software 3
1 Spreadsheet Server Overview
1.1 Introducing Spreadsheet Server
What is Spreadsheet Server?
Global Software Spreadsheet Server converts familiar spreadsheet software (Microsoft

Excel) into a tightly


integrated analytical tool for financial systems. Financial users can leverage the strength of spreadsheets
with seamless real-time integration to financial information. Spreadsheet Server eliminates the re-keying or
downloading of data into spreadsheets and makes those spreadsheets an integral part of financial
applications.
Ease of Use
Based on knowledge of Excel, minimal training is required to use Spreadsheet Server. No programming or
query knowledge is necessary. Users utilize the standard spreadsheet capabilities supplemented with simple
cell formulas to gain access to real-time financial information.
Leverage Spreadsheet Skills
While maintaining the full functionality of the spreadsheet application, Spreadsheet Server allows the user to
mix General Ledger and non General Ledger data in a single worksheet. The combination of powerful
spreadsheet functions (charting, text formatting, and sorting) and real-time financial information provides the
basis for building an income statement, balance sheet, and other financial statements.
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1.2 Features & Benefits
Features
Retrieve real-time balances based on ledger specific formats and time periods (Period, Quarter, Year-
to-Date, etc.)
Retrieve balances using ranges, wildcards, or segment lists
Retrieve account descriptions
Drill down to detailed account balances
Drill down to journal detail for selected accounts
Drill down to journal lines for a selected journal entry
Drill down to selected subsystem detail
Copy drill down data and paste into spreadsheets or other documents
Benefits
Leverage spreadsheet skills and write reports within minutes
Eliminate requirement for IT or super-users to create/change financial reports
No more downloading or re-keying of spreadsheet data
Reduce number of days to close financial books; save just 3 hours per month per user and the
investment is paid for in less than 12 months
Publish executive-quality reports from current spreadsheet software
Increase the efficiency and timeliness of the budgeting process
Build a complete Executive Information System
Create ad-hoc reports or perform account analysis within minutes
Save financial user's time by combining reporting, account inquiry, and journal inquiry into one
application; free up time for true business analysis
Perform corporate consolidations with instant access to real-time data
Reduce external audit time by allowing easier, instant access to financial data with full drill down
capabilities
Reconcile accounts
Print or email spreadsheets quickly and easily from a single, central application
Spreadsheet Server for use with Global Software 5
2 Spreadsheet Server Installation
2.1 Additional Components
OPTIONAL COMPONENTS
Additional components may be required based upon the type of database being accessed. Contact your IT
department to determine what is required to be installed.
iSeries

DB2

Database
1. Either the ODBC component or the OLE DB Provider component of the IBM

iSeries Access

for
Windows

must be loaded onto the PC which will have Spreadsheet Server installed. By default,
Spreadsheet Server expects to communicate to the iSeries host via the OLE DB Provider, thus
Spreadsheet Server settings must be modified to connect to the host via ODBC.
2. Run the setup program within IBM iSeries Access for Windows to determine that one of the Data Access
components is installed. See the screen below to verify the component is installed.
Microsoft

SQL Server

Database
The Microsoft SQL Server OLE DB Provider must be loaded on the PC which will have Spreadsheet Server
installed.
Oracle

Database
The Oracle client software must be loaded and a host connection must be configured on the PC which will
have Spreadsheet Server installed.
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2.2 Spreadsheet Server Installation
1. Run the Setup program from either an installation CD or the file downloaded from Global Software's web
site.
2. Follow and respond to the installation prompts. Global recommends taking the defaults.
After installation you may be directed to reboot depending upon the PC's MDAC level. This is generally
typical for Windows

9X / Office

97 configurations.
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2.3 Uninstall Process
It is not necessary to uninstall Spreadsheet Server prior to installing new versions. An uninstall should only be
performed in order to completely remove the product from the PC.
1. Start Excel.
2. Signing on to Spreadsheet Server is optional. Cancellation of sign on is available.
3. For Excel 2003 and Prior:
From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.
De-select the add-in named Global's Spreadsheet Server, and click OK.
For Excel 2007:
Click the Office button. The Excel Options panel appears.
Select Add-Ins, and click Go. The Add-Ins panel appears.
De-select the add-in named Global's Spreadsheet Server, and click OK.
4. Ensure the SServer menu no longer appears.
5. Exit Excel.
6. Run the Unwise program installed with the product. The program is located in the Program Files\Global
Software Spreadsheet Server folder if installation defaults were taken.
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3 Getting Started
3.1 Initiate Excel Add-In
1. Start Excel.
2. For Excel 2003 and Prior:
From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.
Select the add-in named Global's Spreadsheet Server, and click OK.
For Excel 2007:
Click the Office button. The Excel Options panel appears.
Select Add-Ins, and click Go. The Add-Ins panel appears.
Select the add-in named Global's Spreadsheet Server, and click OK.
3. From the Excel menu, select SServer-Not Started>Start Spreadsheet Server. The Sign On to
Spreadsheet Server dialog box appears.
Note: If user settings are set to automatically start Spreadsheet Server during Excel startup, then step 3
not applicable.
4. On the Sign On dialog box identify the following information:
Host Name or IP Address (iSeries system name or IP address)
Database Library Name (name of Global data library)
User ID (standard iSeries sign on)
Password (standard iSeries password)
Retrieve Account Balances (local database)
5. Click OK.
Note: Each time Excel is initiated, repeat steps 3, 4, and 5 to properly start Spreadsheet Server.
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3.2 User Settings
User Settings allow the user to define various criteria to control processing.
1. From the desktop, click Start>Programs>Global Software SSGLOBAL>Spreadsheet Server Settings. The
Spreadsheet Server Settings panel appears.
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2. Use the table to enter data on the General tab of the Spreadsheet Server Settings panel.
Field Description
Base Currency Identifies the base currency for the ledger database.
No Record Found Identifies the message to display in cell if no data is found.
Include Zero Balance Accounts Indicates to include zero balance accounts in the account balances drill
down window.
Processing More Than 14
Period Balances
Indicates that ledger balances are stored in more than 14 periods for a
year.
Use Pipe Character | as
Account Segment Delimiter
Indicates to use the pipe character ( | ) as the account segment
delimiter in GX formulas. If not selected, a dash ( - ) is used as the
account segment delimiter in GX formulas.
Using Accounts Segments
Logical
Indicates that the logical GLLBALSS has been created over
GLPADATA file. The logical breaks the account number stored in the
data file into account structure segments.
Spreadsheet Server Startup Select the appropriate option to indicate to sign on to Spreadsheet
Server automatically when Excel is started or to manually start
Spreadsheet Server each time Excel is started.
iSeries Host Connection
Provider
Select the appropriate iSeries connection provider. The selected IBM
Data Access component must be installed on the PC prior to using
Spreadsheet Server.
Drill Down Controls The first setting defines the number of drill down records that are
initially displayed prior to receiving a warning message. The second
setting controls the number of records that are subsequently displayed.
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3. Use the table to enter data on the Quarter Periods tab of the Spreadsheet Server Settings panel.
Field Description
Quarter Periods Indicates the starting and ending period numbers for each of the four
quarters.
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4. Use the table to enter data on the PC Database Locations tab of the Spreadsheet Server Settings panel.
Field Description
PC Segment Lists Location Defines the location of the Spreadsheet Server Segment Lists
database. This may be a local or network drive.
PC Local Database Location Identifies the location for the Local.MDB database. This location is also
updated from the Load Local Database panel.
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5. Use the table to enter data on the Subsystem Libs tab of the Spreadsheet Server Settings panel.
Field Description
Global Accounts Payable
Chase
Identifies the name of the database library to be used for drilling down
to entries for the Accounts Payable subsystem.
Global Accounts Receivable
Chase
Identifies the name of the database library to be used for drilling down
to entries for the Accounts Receivable subsystem.
Global Accounts Payable
Chase Web Link URL
Identifies the name of the custom hyperlink to be used for displaying
the corresponding image associated with an entry on the Accounts
Payable drilldown panel. Contact Global for more information.
Friedman JV Chase Identifies the name of the database library to be used for drilling down
to entries for the Friedman subsystem.
6. Click Save to write the record.
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4 Load Local PC Database (optional)
Within Spreadsheet Server, the option exists to download account balance information into local databases,
allowing for optimized calculation speeds. This is an excellent option for producing Spreadsheet Server
reports once the books have been closed and the analytical tasks have been performed in real time. The
time spent loading the local databases is greatly offset by the dramatically reduced spreadsheet calculation
times.
1. From the desktop, select Start>Program Files>Global Software SSGLOBAL>Load Local PC database.
The Sign On dialog box appears.
2. On the Sign On Dialog box, specify the user ID and password, and click OK. The Load PC Local
Databases panel appears. Each step in the load process is represented by individual tabs.
3. Local Files Location: A separate MDB file of balances is created for each distinct dataset The top
portion identifies the location for the files. Click the Browse button and select a location for the local
database files. If a previous download has been performed to this location, the bottom portion of the panel
will display a list of the existing files.
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4. Ledger Selections: Balances for dataset types that are to be loaded are selected from the grid in the
middle of the panel. The grid must first be filled with selections from the host. This is accomplished by
clicking the Fill Selection Grids button. Click the desired datasets to be downloaded. Hold down the Ctrl
key and click on the lines of the grid to make multiple selections.

Execution of the load process can be performed immediately (Load Now tab) or may be deferred to
execute unattended at a later date and time (Schedule Load tab).
5. Load Now: Ensure all preceding steps have been completed and click the Load button. The program
will query the host based upon the selections and load the balances to the appropriate databases in the
Local location. Statuses are displayed during the load process.
When completed, final statistics are displayed along with the total records loaded and the start
and finish times.
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6. Schedule Load: Click the Date and Time buttons to specify when the load is to be executed. Click the
Schedule Now button. The program will minimize and wait for the load date and time. When the
scheduled date and time is reached, the program will reconnect to the host (in case an IPL or reboot of
the server has transpired) and initiate the load process. See the Load Now section for an explanation of
the load events.
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5 Building Spreadsheets
Spreadsheet Server retrieves financial data from the General Ledger into Excel using the following formulas:
GXD - Returns an account description (Refer to GXDFormula)
GXA - Returns an account balance (Refer to GXAFormulaforAccountValues and
GXAFormulaforBudgetManagerData)
SSLDESC - Returns a segment list description (Refer to SSLDESCFormula)
Spreadsheet Server provides the Worksheet Wizard as a tool for starting a spreadsheet (see WorksheetWizard).
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5.1 Worksheet Wizard
The Worksheet Wizard provides users with an easy method of getting started with Spreadsheet Server. The
Wizard can be used to create a new worksheet or to insert the required rows and columns used for GXA
formulas.
1. Select either a new Excel worksheet or an existing worksheet. If using an existing worksheet, select the first
cell that will be populated with a GXA formula.
2. From the Excel menu, select SServer>Worksheet Wizard. The Getting Started Worksheet Wizard panel
appears.
3. Use the wizard panel to specify the default row and column data to be used by the GXA formula.
4. The Empty Sheet or Non-Empty Sheet radio button is selected based upon whether using a new or existing
worksheet. Verify the proper option is selected.
5. Use the scroll bars to adjust the Target Cell location.
6. Indicate whether the Division, Department, Prime, Sub, and Remainder segments will be part of the column
or row parameters in the GXA formula. In this example, the Division segment will be column parameters.
7. Enter valid data for Division, Department, Prime, Sub, and Remainder. Valid data can include single
values, masks, or ranges.
8. Enter valid data for the Dataset, Format, Period, and Base Currency parameters.
9. Click the Modify Current Worksheet button. Columns and rows used for the GXA parameters are inserted
into the worksheet and a GXA formula is generated in cell G11.
Spreadsheet Server for use with Global Software 19
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5.2 GXD Formula
Use the GXD formula to retrieve an account description for a single account string.
Syntax:
=GXD("Account String")
Note: It is most common to use cell references within GXD formulas to identify parameters.
Formula Examples:
=GXD("001-310-7260-005")
Retrieves the account description for the account string 001-310-7260-005 (CO-DEPT-PRIME-SUB).
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5.3 GXA Formula for Account Values
Use the GXA formula to retrieve an account balance for a particular dataset and currency, in a specific
format, for an individual period.
Syntax:
=GXA("Account String","Dataset","Format","Period","Currency")
Parameters:
Account String
The account string represents the account segments delimited by a dash. Each segment of the account string is
required.
Single Account String 001-310-7260-005
Retrieves a single account 001-310-7260-005.
Account Mask (End of String) 001-100-107*-*
Retrieves any account with 001 in company, 100 in department, and any prime beginning with 107.
Account Mask (Multiple) 001-1*-1*
Retrieves any account with 001 in company, any department that begins with 1, and any prime that
begins with 1.
Account Segment Ranges 001-123-1000.2000-*
Retrieves any account with 001 in company, 123 in department, and a range of primes from 1000 to
2000.
Dataset
Identifies the Global ledger dataset name, such as CYACT, CYBUD, etc.
Format
Format options are:
PER Period activity for the selected month
QTR Activity for the periods included in the selected quarter number
YTD Activity for periods 1 through the designated period number excluding the opening balance
OBAL Opening balance at the beginning of the year and all activity up to period specified.
Period
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.
Currency
Identifies the currency code for the account balance.
Formula Examples:
=GXA("001-310-7260-005","CYACT","PER","12","USD")
Retrieves the monetary balance for period 12 of CYACT for a single account string.
=GXA ("001-123-1000-000","CYBUD","PER","12","USD")
Retrieves the monetary balance for period 12 of CYBUD for a single account string.
Note: It is most common to use cell references within GXA formulas to identify the individual formula
parameters.
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Spreadsheet Server for use with Global Software 23
5.4 GXA Formula for Value Lists
In a GXA formula when retrieving account balances, lists of values may be used for any of the
account segments. The list of values for an account segment is identified by brackets [ ] and
each value in the list is delimited by a comma. Single values, ranges, and masks can be used.
A slash in front of a value is the equivalent of an "exclude".
Syntax:
=GXA("Account String","Dataset","Format","Period","Currency")
Parameters:
Account String
The account string represents the account segments delimited by a dash. Each segment of\
the account string is required.
Note: It is most common to use cell references within GXA formulas to identify the individual formula parameter.
Formula Example (using value lists):
=GXA("001-000-[1000.2999,/1040]"CYACT","YTD","12","USD")
Retrieves the balance(s) from the CYACT dataset for USD currency for period 6 with 001 in the
company, 000 in the department, any prime that falls within a range of 1000 to 2999, but excluding prime 1040.
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5.5 GXA Formula for Budget Manager Data
Use the GXA formula to retrieve budget amounts that have been transferred from Global's Budget Manager
into Spreadsheet Server.
Syntax:
=GXA("Account String","Dataset","Format","Period","Currency","B")
Parameters:
Budget Parameter
Enter the literal "B". The formula will look for budget amounts in PC Cache for the account(s) and dataset
specified.
Formula Example:
=GXA("001-310-7260-005","NYBUD","PER","1","USD","B")
Retrieves the budget data from PC Cache for period 1 of NYBUD for a single account.
Note: It is most common to use cell references within GXA formulas to identify the individual formula parameters.
Refer to the example under the GXA Formula for Account Values.
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5.6 List Accounts for a GXA Formula
This feature allows review of account numbers which will be used in the calculation of a GXA formula.
1. Select the desired cell that contains the GXA formula in question and right-click. A popup menu appears.
2. From the popup menu, select SS List Accounts. The List Accounts window appears.
3. Review the accounts listed in the grid to ensure the formula is retrieving the appropriate accounts.
4. To modify the list of accounts being displayed on the List Accounts window, alter the value in the
Account Filter field and click on the List Accounts button.
Note: Modifying the filter does not change the account segment values in the spreadsheet cell being
referenced by the GXA formula.
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5.7 Spreadsheet Server Segment Lists
5.7.1 Create Segment Lists
Spreadsheet Server Segment Lists are used to create a hierarchy of individual segments that can be used in a
single GXA formula.
1. From the desktop, click Start>Program Files>Global Software SSGLOBAL>Maintain Segment Lists. The
Maintain Segment Lists panel appears.
2. To create a new segment list, click the New button. The Segment List Profile popup panel appears.
3. Use the table to enter data on the Segment List Profile popup panel.
Field Description
SL Name Identify a unique name for the list. This name will be used
in the GXA formula.
Description Identify a description for the list.
4. Click Save to create the record. The Segment List Values panel appears.
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5.7.2 Enter Values for Segment Lists
When adding or maintaining values for a segment list, the Segment List Values panel is used to enter values for
the segment list.
1. In the Value field enter the segment values to include for the criteria, select the appropriate radiobutton to
indicate whether to include or exclude the value, and click the Add button. Single segment values, ranges,
or wildcards may be used. Segment lists can be used for any portion of the account string (company,
department, etc.).
2. Repeat step 1 until all segment values for the list have been added.
3. To remove a value from the list, select the value in the grid and click the Remove button. Or to remove all
values from the list, click the Clear All button.
4. When the list is complete, click the Close button.
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5.7.3 Using Segment Lists in a GXA Formula
A segment list may be used within the standard GXA formula, by replacing any of the segment strings with the
desired segment list name. A caret symbol (^) must be inserted prior to the segment list name in the formula
for the system to recognize the segment list.
Formula Examples:
=GXA("001-310-^OH-*","CYACT","PER","12","USD")
Retrieves the monetary balance for period 12 of CYACT for accounts included in the OH segment list.
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5.7.4 SSLDESC Formula
Use the SSLDESC Formula to retrieve the description for a segment list.
Syntax:
=SSLDESC("Segment List")
Note: It is most common to use cell references within SSLDESC formulas to identify parameters.
Formula Example:
=SSLDESC("^OH")
Retrieves the segment list description for the OH segment list.
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5.7.5 View or Modify Segment List Values from within Excel
Spreadsheet Server allows a user to view from a worksheet, the values contained in a specific segment list.
The user may also modify the values "on the fly". Segment lists can be shared among all Spreadsheet Server
users, so caution should be exercised when making modifications.
1. From the spreadsheet, right click on the cell that contains the desired segment list. A popup menu appears.
2. On the popup menu, select SS List Accounts. The Segment List Values panel appears displaying the
values for the selected segment list.
3. Segment list values may be added or removed as necessary.
4. When the segment list is complete, click the Close button.
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6 Refresh Calculations
6.1 Calculation Options
Multiple options are available for retrieving and calculating data within Spreadsheet Server.
1. By default, the calculation function within Excel is set to calculate automatically. Global strongly
recommends setting this value to manual so that all required spreadsheet changes or additions can be
completed prior to re-calculating. This setting is found on the Calculation tab within Excel's
Tools>Options menu.
2. The following options are available for calculating spreadsheets:
F2+Enter Calculates the active cell.
F9 Calculates all worksheets in all open workbooks.
Shift+F9 Calculates the active worksheet.
Ctrl+Alt+F9 Calculates all worksheets in all open workbooks, regardless of whether they have
changed since the last calculation.
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6.2 Review/Refresh PC Cache
When spreadsheets are calculated, Spreadsheet Server stores the account balances in the PC's cache
database. Spreadsheet Server will first look at the PC cache for account balances prior to retrieving the
information from the host. As a result, it may be necessary to clear and recalculate the PC cache file when
any of the following occur:
Data has changed on the host system since the prior calculation.
A segment list has changed since the prior calculation.
The accounts profile has changed since the prior calculation.
Note: Spreadsheet Server will first look at the PC cache for account balances prior to retrieving the
information from the host.
1. From the Excel menu, select SServer>PC Cache. The PC Cache panel appears displaying the cached
records.
2. To refresh the account balances during an Excel session, the cache records should be cleared. Click the
Clear All button to clear all records in the cache. To clear selective records, select certain records and
click the Clear Selected button.
3. After the cache records have been cleared, click Trigger Excel to automatically recalculate after close
checkbox to recalculate the spreadsheet once this cache window is closed.
4. To automatically trigger the PC Cache refresh, from the Excel menu select SServer>Clear PC Cache and
Recalculate.
Note: This refresh may also be launched by using the shortcut key Shift+Ctrl+R.
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7 Drill Down Functionality
7.1 General Grid Features
Within each of the drill down grids of Spreadsheet Server, the following features exist:
Re-sort Columns To re-sort a column in ascending order, simply click the column
heading. To re-sort a column in descending order, hold the Shift key
and click the column heading.
Copy/Paste Select the desired records within the grid. Right click and copy the
records with or without the column headings to the windows clipboard
or paste directly to a worksheet.
Print Records On selected panels, there is an option to print the grid list in a
standard notepad/wordpad print.
Save Grid Layout Columns may be hidden and re-arranged per the user's preferences.
If this feature is selected, the custom grid layout will apply to all future
drill downs for this particular grid, but only for the specific Spreadsheet
Server user. Other users are not affected.
Restore Grid Layout Restores the grid to the installation, predefined layout. The result is
not immediate. Close the grid window and perform the drill down
function again.
Ctrl + Q Quick exit from the grid to return to the spreadsheet.
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7.1.1 Grid Layouts
Most drill down grid layouts may be customized to a specific user's preference. Just like columns in an Excel
worksheet, columns in the drill down grids may be hidden, resized and moved to different positions. Once the grid
layout has been customized, it may be saved as the default for that specific grid for the specific user. Other users
are not affected.
Resize or hide a grid column:
Position the mouse at the right edge of the column's header. The pointer changes to a horizontal double arrow,
which allows the user to drag right or left to resize the column.
If the pointer is dragged all the way to the left, the column is still there but it becomes hidden.
Move a grid column:
Select the column to be moved by clicking once on the column's header. This may trigger a sort on the column but
the action can be ignored. In any case, the column will change colors and will be considered selected. Only
selected columns can be moved.
Left-click and press the mouse pointer within the header of the selected column. The pointer will change to an arrow
with a column header box on its tip, a small box at its lower right corner. A position marker consisting of two red
triangles will appear at the left edge of the column being pointed to and highlighted.
Spreadsheet Server for use with Global Software 35
Specify the desired location of the selected column by dragging the position marker, which changes position as the
mouse pointer crosses the right edge of a column. In the example below, the Amount column is to be moved
between the Trans Date and JV Number columns.
Complete the operation by releasing the mouse button. The selected column is immediately moved to the left of the
position marker.
Save a grid layout:
If a user wishes to have a customized grid as the new default for subsequent drill down operations, the layout must
be saved as a new default. Right-mouse click on any line in the grid. A pop-up menu appears. Select the menu
item: Save Grid Layout as New Default. When the next drill down is performed for a specific grid, the new default
layout will be displayed.
Restore a grid layout:
There may be occasions when the original grid layout needs to be restored. For example, the customization process
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may need to be redone starting with the installed default layout. In addition, the Spreadsheet Server product may be
enhanced with new or changed grids, in which case the customized grid layouts would need to be recreated to
include or excluded any new columns.
To restore the layout for the grid, right-mouse click on any line in the grid and select Restore Installation Grid Layout
from the pop-up menu. When the next drill down is performed for the specific grid, the original layout will be used,
exposing all columns, sizes and displays.
Copy / Paste operations:
Copy / Paste operations performed on most drill down grids will only process those columns that are visible. Hidden
columns will be ignored. In addition, any repositioning of columns due to customization will be honored. In other
words, WYSIWYG is in effect.
Spreadsheet Server for use with Global Software 37
7.1.2 Copy / Paste
1. From the drill down grid, select the desired record(s):
To copy a single record -- select the desired account and right click. A popup panel appears.
Note: May use short cut Ctrl+S for copying the selected record.
To select multiple records -- press and hold the Ctrl key as records are selected on the grid rows. Right
click on the grid. A popup menu appears.
Note: May use short cut Ctrl+S for copying selected records.
To copy all records in the grid -- right click on the grid. A popup menu appears.
Note: May use short cut Ctrl+G for copying all records in the grid.
2. On the popup panel, select the appropriate copy function to indicate whether to copy only selected records
or to copy all records. The Copy or Export Options panel appears.
3. On the Copy or Export Options panel, select the desired option to either copy records to the standard
windows clipboard -or- to export data directly to the target worksheet in the spreadsheet. Also specify
whether or not to include column headings in the copy. When exporting directly to a worksheet, the
following information must be specified:
Target worksheet (may enter name of an existing worksheet or if a new name is entered, the system will
create it).
Starting cell into which to place the data.
4. Click the Copy or Export button to copy the selected data.
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7.2 Drill Down to Detailed Account Balances
Spreadsheet Server allows drilling down from an amount on the spreadsheet to see what account balances
make up the value. Via Spreadsheet Server Settings various processing criteria related to drill downs may
be defined; such as whether or not zero balance accounts are displayed on the screen, and the number of
drill down records displayed prior to the first warning.
1. Select a cell containing a GXA formula and right click. A popup menu appears.
2. From the popup menu, select SS Drill Down. The Detail Account Balances window
appears showing the balance for each individual account.
Note: Steps 1 and 2 may be replaced by selecting multiple cells and from the Excel menu selecting
SServer>Drill Down.

3. To sort the data in the grid by a specific column, click the column heading (ascending) or hold down the
Shift key and click the column heading (descending).
4. To display a subtotal of various accounts on the drill down panel, select the desired accounts and right click. A
pop-up panel appears. On the pop-up panel, select Total Amount of Selected Accounts. A window appears
displaying the subtotal of the selected accounts.
Spreadsheet Server for use with Global Software 39
7.3 Drill Down to Multiple Column Account Balances
Spreadsheet Server allows drilling down from multiple cells on the same row on the spreadsheet to see
what account balances make up the values. A maximum of 12 columns may be selected. Via
Spreadsheet Server Settings various processing criteria related to drill downs may be defined; such as
whether or not zero balance accounts are displayed on the screen, and the number of drill down records
displayed prior to the first warning.
1. Select multiple cells on the same row containing GXA formulas and right click. A popup menu
appears.
2. From the popup menu, select SS Drill Down. The Detail Accounts Balances window appears showing
detail account balances for each column. If only two columns were selected, a variance column will
automatically be displayed.
Note: Steps 1 and 2 may be replaced by selecting multiple cells and from the Excel menu selecting
SServer>Drill Down.
3. To sort the data in the grid by a specific column, click the column heading (ascending) -or- hold down
the Shift key and click the column heading (descending).
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7.4 Drill Down to Journals per Account(s)
Spreadsheet Server allows drilling down from detail account balances to the journals which make up the
account balances. Via Spreadsheet Server Settings various processing criteria related to drill downs may
be defined, such as the number of drill down records displayed prior to the first warning.
1. From the Detail Account Balances panel, select the desired account(s):
To select a single account -- double click the account. The Journal List for Accounts window
appears displaying journals for the selected account.
To select multiple accounts -- press and hold the Ctrl key as accounts are selected on the grid rows.
Right click on the grid. A popup menu appears. From the popup menu select Journals List for
Selected Accounts. The Journal List of Accounts window appears displaying journals for all the
selected accounts (grouped by account in period/journal date order).
To select all accounts in the grid -- right click on the grid. A popup menu appears. From the popup
menu select Journals List for ALL Accounts. The Journal List for Accounts window appears
displaying journals for all accounts (grouped by account in period/journal date order).
Note: May use short cut Ctrl+A for drilling down to journals for all accounts in the grid.
2. To sort the data in the grid by a specific column, click the column heading (ascending) -or- hold down
the Shift key and click the column heading (descending).
Spreadsheet Server for use with Global Software 41
7.5 Drill Down to Journal Entry Lines
Spreadsheet Server allows drilling down from journals to the journal entry lines which make up the journal.
Via Spreadsheet Server Settings various processing criteria related to drill downs may be defined, such as
the number of drill down records displayed prior to the first warning.
1. From the Journal List for Accounts panel, select the desired journal and right click. A popup menu appears.
2. On the popup menu, select Display All Lines of Selected Journal. The Journal Entry - All Lines panel appears
displaying all the entry lines for the journals.
Note: Steps 1 and 2 may be replaced by double clicking the selected journal.
3. To sort the data in the grid by a specific column, click the column heading (ascending) -or- hold down
the Shift key and click the column heading (descending).
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7.6 Drill Down to Subsystem Detail
Spreadsheet Server allows drilling down from a journal entry line to the subsystem detail from which the entry line
originated. Use the Spreadsheet Server Settings function to define the valid database library for each subsystem.
Currently subsystem drill down is available for Accounts Payable.
1. From the Journals List for Accounts panel, select the desired journal entry line and right click. A popup menu
appears.
2. On the popup menu, select Display Subsystem for Select Journal. The appropriate subsystem panel appears.
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8 Review Account Master
8.1 List Accounts
Spreadsheet Server enables the user to generate a list of existing accounts. Filtering is available to control
which accounts are listed.
1. From the Excel menu, select SServer>List Accounts. The List Accounts panel appears.
2. On the List Accounts panel, specify the desired filter for which to display accounts and click the List
Accounts button. The appropriate accounts are displayed on the List Accounts panel. If the filter is left
blank, the system will retrieve all account masters. When using a filter, a valid account string combination
should be used. In addition, the filter can include ranges, segment lists, and/or wildcards.
3. To sort the data in the grid by a specific column, click the column heading (ascending) or hold down the
Shift Key and click the column heading (descending).
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8.2 Copy Accounts from Account List
Spreadsheet Server allows copying accounts from the List Accounts Screen into the spreadsheet.
1. From the List Accounts panel, select the desired account(s):
To copy a single account -- select the desired account and right click. A popup panel appears.
Note: May use short cut Ctrl+S for copying the selected record.
To select multiple accounts -- press and hold the Ctrl key as accounts are selected on the grid
rows. Right click on the grid. A popup menu appears.
Note: May use short cut Ctrl+S for copying selected records.
To copy all accounts in the grid -- right click on the grid. A popup menu appears.
Note: May use short cut Ctrl+A for copying all accounts in the grid.
2. On the popup panel, select the appropriate copy function to indicate whether to copy only select
accounts or to copy all accounts. The List Accounts Copy Options panel appears.
3. On the List Accounts Copy Options panel, specify the following processing criteria:
Segment Control - Separate Account Segments - Indicate whether or not to parse the account
strings into the appropriate segments and columns.
Indicate whether to include the first account segment.
Indicated whether to include account descriptions.
4. Click the OK button.
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9 Miscellaneous Features
9.1 Generate Account Detail for Current Sheet
The Generate Account Detail option allows the user to create an audit trail which lists the individual accounts
and balances included in the GXA formulas of the worksheet.
1. From the Excel menu, select SServer>Generate Account Detail from Current Worksheet. The Generate
Account Detail Options panel appears.
2. On the Generate Account Detail Options panel, specify the following processing criteria:
Source Worksheet Input - Column - Identify the column within the worksheet that contains the report line
description. This description is used as the first column in the extracted audit trail.
Source Worksheet Input - Row - Identify the first row containing the GXA formula to be used in generating
the detail. This will set the starting point for the extracted audit trail.
Target Options - Indicate whether to copy the selected records to the standard windows clipboard or to
paste data directly to a target worksheet in the spreadsheet. When pasting directly to a worksheet, a
target worksheet (new or existing) and starting cell into which to place the data must be specified.
3. Click the OK button. An audit trail showing the line description and all included accounts and their balances
will be generated.
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Spreadsheet Server for use with Global Software 47
9.2 Expand Detail Reports - Account Details
The Expand Detail option allows the user to select a single financial statement line using Spreadsheet Server
formulas and explode the line into the individual account details. The process is similar to the Generate Account
Detail option but uses a single line to explode into a designated workbook location.
This process is primarily used to launch detailed financial statements into the same template. This option can
be used for multiple departments to ensure consistency for each report. Instead of creating each possible
account number as different rows in the spreadsheet, a single line can be created that contains ranges, segment
lists, or wildcards. This line will then be exploded into the applicable individual accounts and placed into a
formatted worksheet.
1. Create a standard Spreadsheet Server report using the GXA formula. The single report line becomes the
basis for the exploded report. When the process is executed the single line will be exploded into individual
account lines and placed into the final formatted worksheet (see below).
The example below shows a report based on an account mask.
GXA formulas are created in a single line. In the example, the account string parameters are shown in
cells A1:A4. The balance parameters of the GXA (dataset, format, period, currency) are entered in each
column heading (A6:G9). The actual GXA formulas are contained in cells A13, B13, F13, and G13.
Standard Excel formulas are used to calculate the budget variances in cells C13 and H13.
The AcctNum designation has been inserted into cell D13. This designation will generate the account
number detail into that particular column.
The AcctDesc designation has been inserted into cell E13. This designation will generate the account
description into that particular column.
2. Create/label a cell called Target Sheet Name. In the example, this is cell B16 and it has been identified as
worksheet GXE Results. This cell identifies the name of the worksheet that contains the final formatted
worksheet and will receive the exploded detail.
3. Create/label a cell called Source Sheet Name. In the example, this is cell B17 and it has been identified as
worksheet GXE Formula. This cell identifies the worksheet that contains the GXA formulas that will be
exploded. In this example, the same worksheet contains both the source and the GXE parameters.
4. Create/label a cell called Target Detail Starting Row. In the example, this is cell B18 and it has been
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identified as row 8. This cell identifies the first row within the target worksheet to begin inserting the
exploded account detail.
5. Create/label a cell called Source Detail Row. In the example, this is cell B19 and it has been identified as
row 16. This identifies the row number in the source worksheet that contains the GXA formulas.
6. Create a GXE formula with the following parameters:
Target Sheet (B16)
Source Sheet (B17)
Target Detail Row (B18)
Source Detail Row (B19)
Formula Example:
=GXE(B16,B17,B18,B19)
7. Format the Target Worksheet with headings in rows 1-6, blank rows in rows 7-9, and a totals row in row 10.
Each total was set to a range of rows 7-9 (i.e. =SUM(A7:A9)). When the Expand Detail Reports function is
initiated, the total line is shifted down or up, based upon the number of data rows populated each time the
expansion is processed.
8. To launch the explosion, from the Excel menu select SServer>Expand All Detail Reports. The system will
look for GXE formulas and expand the results into the formatted sheet (see below).
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9.3 Expand Detail Reports - Journal Details
The Expand Detail option allows the user to create single financial statement line using
Spreadsheet Server formulas which can then be exploded into journal entry detail. The
process works similarly to the Expand Detail option for account detail using additional
parameters.
1. Create a standard Spreadsheet Server report using the GXA formula. The single report
line becomes the basis for th exploded report. When the process is executed the single
line will be exploded into individual journal entry lines and placed into the final formatted
worksheet (see below).
The example below shows a report based on an account mask.
GXA formulas are created in a single line. In the example, the account string
parameters are shown in cells A1:A4. The balance parameters of the GXA (dataset,
format, period, currency) are entered in each column heading (A6:G9). The actual
GXA formulas are contained in cells A13, B13, F13, and G13.
Standard Excel formulas are used to calculate the budget variances in cells C13 and
H13.
The AcctNum designation has been inserted into cell D13. This designation will
generate the account number detail into that particular column.
The AcctDesc designation has been inserted into cell E13. This designation will
generate the account description into that particular column.
2. Create/label cells for Target Sheet Name, Source Sheet Name, Target Detail Starting
Row, and Source Detail Row (see Expand Detail Reports - Account Details).
3. Create/label a cell called JE detail GXA. In the example, this is cell E16. This cell
identifies the column that reflects the time span for which to generate entries.
4. Create/label a cell called JE Detail Target. In the example, this is cell E17 and it has
been identified as worksheet JE Detail. This cell identifies the name of the worksheet
that will received the journal entry detail.
5. Create/label a cell called JE Detail Target Starting Cell. In the example, this is cell E18
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and it has been identified as cell A1. This cell identifies the starting cell location within
the target worksheet to begin inserting the exploded journal entry detail.
6. Create/label a cell called Headings. In the example, this is cell E19 and it has been set
to Y. This informs the system to include headings in the explosion of journal entry detail.
7. Create/label a cell called Autofit. In the example, this is cell E20 and it has been set to
Y. This informs the system to initiate the auto-fit columns function within Excel.
8. Create/label a cell called Totals. In the example, this is cell E21 and it has been set to
Y. This informs the system to generate account subtotals as well as a grand total.
9. Create a GXE formula with the following parameters:
Target Sheet (B16)
Source Sheet (B17)
Target Detail Row (B18)
Source Detail Row (B19)
JE GXA Column (E16)
JE Target Sheet (E17)
JE Starting Cell (E18)
Headings (E19)
Autofit (E20)
Totals (E21)
Formula Example:
=GXE(B16,B17,B18,B19,E16,E17,E18,E19,E20,E21)
10. To launch the explosion, from the Excel menu select SServer>Expand All Detail Reports.
The system will look for any GXE formulas and explode the results into the detail journal
entry worksheet (see below).
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9.4 Account Security
The Account Security Profile allows an administrator to control the account strings that a particular user may
access.
1. From the desktop, click Start>Program Files>Global Software SSGLOBAL>Accounts Profile. The
Accounts Profile panel appears.
2. In the Account Mask field on the Accounts Profile panel, specify the account string to which the user will
have access and click the Add button. Single account strings, ranges, or wildcards may be entered. A
maximum of 20 different account strings is allowed per profile.
3. Repeat step 2 until all account masks for the account profile have been added.
4. To remove an account mask from the list, select the value in the grid and click the Remove button. To
remove all account masks from the list, click the Clear All button.
5. To lock the account profile for security purposes (i.e. prevent others from making changes to the account
profile), click the Lock button. The This profile is currently unlocked dialog box appears.
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6. On the This profile is currently unlocked dialog box, specify a password and click the Lock button. This
password is required to change the account profile. It is not mandatory to lock an account profile with a
password.
7. When the account profile is complete, click the Close button.
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9.5 Hide Rows with Zero Balances
The Hide Rows with Zero Balances function will analyze the active workbook and perform a row hide function
for any spreadsheet row that contains formulas in which the net result is zero for all cells. This function is
very effective for standardized reporting templates such as departmental reports. Multiple rows can be
created as a template but the function can then hide non-used or zero rows.
To Hide Rows with Zero Balances:
1. From the Excel menu, select SServer>Hide Rows with Zero Balances.
To Restore Hidden Rows:
1. From the Excel menu, select SServer>Restore Hidden Rows.
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9.6 Disable / Enable Spreadsheet Server Formula Calculations
Disabling calculations will effectively halt GXA and GXD formula calculations when Excel calculates spreadsheets.
As a result of disabling calculations, GXA formulas will return zero values and GXD formulas will return <SS not
connected> values.
Disabling Spreadsheet Server formula calculations can be extremely useful when:
Discontinuing calculation of a complex or long-running spreadsheet. Press Shift+Ctrl+Z to quickly disable formula
calculations.
A workbook is inadvertently opened whose calculation option is set to automatic. Press Shift+Ctrl+Z to quickly
disable formula calculations.
Creating a new worksheet or modifying an existing worksheet by adding columns and/or rows with Spreadsheet
Server formulas. From the Excel menu, select SServer>Disable Spreadsheet Server Formula
Calculation.
Enabling Formula Calculations:
1. From the Excel menu, select SServer>Enable Spreadsheet Server Formula Calculations. The Enable
Spreadsheet Server Formula Calculations confirmation popup panel appears.
2. Click the Yes button to clear the PC Cache and recalculate the spreadsheet.
Index
- A -
account 20
balance 21
balance drill down 38
Budget Manager balances 24
description 20
generate audit trail 45
journal drill down 40
journal entry line drill down 41
multiple columns drill down 39
security 51
segment lists 27
subsystem detail drill down 42
account master 43
copy accounts 44
list 43
add-in 8
audit trail 45
- B -
benefits and features 4
Budget Manager balances 24
- C -
calculation options 31
disable 54
enable 54
GXA for account values 21
GXA for Budget Manager 24
GXA using segment lists 28
GXD 20
refresh PC cache 32
components 5
copy accounts 44
copy grid records 33, 37
- D -
database 14
local PC 14
disable formula calculations 54
drill down 38
detailed account balances 38
general grid features 33
journal entry lines 41
journals 40
multiple column account balances 39
subsystem detail 42
- E -
enable formula calculations 54
Excel add-in 8
- F -
features and benefits 4
formula 54
disable calculations 54
enable calculations 54
GXA for account values 21
GXA for Budget Manager 24
GXD 20
SSLDESC 29
GXA using segment lists 28
- G -
generate account detail 45
grid features 33
copy records 33, 37
print records 33
re-sort columns 33
restore grid layout 33, 34
save grid layout 33, 34
grid layouts 34
GXA 21
for account values 21
for Budget Manager 24
list accounts 25
using segment lists 28
GXD 20
Spreadsheet Server for use with Global Software 55
2008 ... Global Software, Inc.
- H -
hide zero balance rows 53
- I -
installation 6
introduction 3
- J -
journal drill down 40
journal entry line drill down 41
- L -
list accounts 25
in GXA formula 25
account master 43
copy accounts 44
load local PC database 14
local PC database 14
- P -
PC cache 32
print grid records 33
- R -
refresh PC cache 32
required components 5
re-sort grid columns 33
restore hidden rows 53
rows 53
hide 53
restore 53
- S -
security account profile 51
segment lists 26
create 26
enter values for segment lists 27
retrieve description 29
using in GXA 28
view values 30
settings 9
SSLDESC 29
start Spreadsheet Server 8
subsystem detail drill down 42
- U -
uninstall 7
user settings (see settings) 9
- V -
view accounts (see list accounts) 25, 43
view segment list values 30
- W -
worksheet wizard 18
- Z -
zero balance rows 53
hide 53
restore 53
Index
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2008 ... Global Software, Inc.